For details, see the Release Notes for Apache OpenOffice 3.4 and 3.4.1: • Reduced PDF file size • Improved ODF 1.2 encryption support • Improved navigation in Styles and Formatting, Navi
Trang 1Taming Apache OpenOffice
Version 3.4
Getting Started
Trang 2This document is Copyright © 2013 by Jean Hollis Weber You may distribute it and/or modify it under the terms of the Creative Commons Attribution License, version 3.0 or later
(http://creativecommons.org/licenses/by/3.0/)
Apache, Apache OpenOffice, and OpenOffice.org are trademarks of the Apache Software
Foundation Used with permission No endorsement by The Apache Software Foundation is implied by the use of these marks All other trademarks mentioned in this guide belong to their respective owners
Acknowledgements
This book is based on an earlier draft written by volunteers from the ODFAuthors and Apache
OpenOffice communities, and on Getting Started with OpenOffice.org 3.3, with additional material adapted from Getting Started with LibreOffice 3.4 The contributors to those books are listed on
page 14
Publication date and software version
Published 10 May 2013 Based on Apache OpenOffice 3.4.1
Publisher
Friends of OpenDocument, Inc
544/60 Beck Drive North
Condon, QLD 4815, Australia
http://friendsofopendocument.com/
ISBN 978-1-921320-32-3
Trang 3Preface 9
Who is this book for? 9
What's in this book? 9
Where to get more help 9
What’s new in Apache OpenOffice 3.4? 10
What are the advantages of Apache OpenOffice? 11
What you see may be different 11
Using Apache OpenOffice on a Mac 12
Frequently asked questions 12
What are all these things called? 13
Acknowledgements 14
Chapter 1 Introducing Apache OpenOffice 15
What is Apache OpenOffice? 15
Minimum requirements 16
How to get and install the software 16
Extensions and add-ons 16
Starting Apache OpenOffice 17
Parts of the main window 18
Starting a new document 23
Opening an existing document 23
Saving a document 24
Closing a document 25
Closing Apache OpenOffice 26
Using the Open and Save As dialogs 26
Using the Navigator 27
Undoing and redoing changes 28
Chapter 2 Using Styles and Templates 31
What is a template? 31
What are styles? 31
Applying styles 32
Modifying styles 34
Creating new (custom) styles 36
Copying and moving styles 37
Deleting styles 39
Using a template to create a document 39
Creating a template 40
Editing a template 42
Adding templates using the Extension Manager 43
Setting a default template 44
Associating a document with a different template 44
Organizing templates 45
Trang 4Examples of style use 47
Chapter 3 Getting Started with Writer 49
What is Writer? 49
The Writer interface 49
Changing document views 52
Moving quickly through a document 52
Working with documents 53
Working with text 54
Formatting text 62
Formatting pages 66
Adding comments to a document 70
Creating a table of contents 71
Creating indexes and bibliographies 71
Adding images and other graphics 72
Adding tables, spreadsheets, and charts 72
Adding a movie or sound 73
Printing 74
Using mail merge 74
Tracking changes to a document 74
Using fields 75
Linking to another part of a document 75
Using master documents 78
Creating fill-in forms 78
Chapter 4 Getting Started with Calc 79
What is Calc? 79
Spreadsheets, sheets and cells 79
Parts of the main Calc window 79
Opening and saving CSV files 82
Navigating within spreadsheets 84
Selecting items in a sheet or spreadsheet 88
Working with columns and rows 90
Working with sheets 91
Viewing Calc 93
Entering data using the keyboard 96
Speeding up data entry 98
Validating cell contents 101
Editing data 101
Formatting data 102
Autoformatting cells and sheets 106
Formatting spreadsheets using themes 107
Using conditional formatting 108
Hiding and showing data 108
Sorting records 109
Trang 5Using formulas and functions 110
Analyzing data 110
Printing 111
Chapter 5 Getting Started with Impress 119
What is Impress? 119
Starting Impress 119
The main Impress window 120
Workspace views 124
Creating a new presentation 128
Formatting a presentation 130
Adding and formatting text 134
Adding pictures, tables, charts, media files, and other objects 138
Working with master pages and styles 141
Adding comments to a presentation 146
Setting up the slide show 147
Running a slide show 148
Chapter 6 Getting Started with Draw 149
What is Draw? 149
Parts of the main Draw window 149
Choosing and defining colors 152
Positioning objects with snap functions 153
Positioning objects with guiding lines 155
The basic drawing shapes 155
Drawing geometric shapes 160
Selecting objects 161
Moving and dynamically adjusting an object’s size 163
Editing objects 164
Using styles 166
Special effects 166
Combining multiple objects 169
Aids for positioning objects 170
Inserting and editing pictures 170
Working with 3D objects 170
Exporting graphics 171
Adding comments to a drawing 171
Chapter 7 Getting Started with Base 173
Introduction 173
Planning a database 174
Creating a new database 175
Creating database tables 176
Defining relationships 183
Creating a database form 185
Trang 6Accessing other data sources 199
Using data sources in Apache OpenOffice 199
Entering data in a form 203
Creating queries 205
Creating reports 213
Chapter 8 Getting Started with Math 221
What is Math? 221
Getting started 221
Entering a formula 221
Customizations 227
Formula layout 229
Numbering equations 231
Chapter 9 Printing, Exporting, and E-mailing 233
Introduction 233
Quick printing 233
Controlling printing 233
Exporting to PDF 242
Exporting to other formats 248
E-mailing documents 248
Digital signing of documents 252
Removing personal data 252
Chapter 10 Graphics, the Gallery, and Fontwork 253
Introduction 253
Adding images to a document 253
Modifying and positioning graphics 257
Managing the Gallery 257
Creating an image map 260
Using Apache OpenOffice’s drawing tools 261
Using Fontwork 263
Chapter 11 Setting Up and Customizing Apache OpenOffice 269
Choosing options for all of Apache OpenOffice 269
Choosing options for loading and saving documents 282
Choosing language settings 287
Choosing Internet options 289
Controlling AOO’s AutoCorrect functions 289
Customizing Apache OpenOffice 290
Adding functionality with extensions 299
Chapter 12 Open Source, Open Standards, OpenDocument 303
Introduction 303
A short history of Apache OpenOffice 303
Trang 7The Apache OpenOffice community 303
What is “open source”? 304
What are “open standards”? 304
What is OpenDocument? 304
File formats Apache OpenOffice can open 305
File formats Apache OpenOffice can save to 306
Exporting to other formats 308
Index 309
Trang 9Who is this book for?
Anyone who wants to get up to speed quickly with Apache OpenOffice will find this book valuable You may be new to office software, or you may be familiar with another office suite
What's in this book?
This book introduces the main components of Apache OpenOffice:
• Writer (word processing)
• Calc (spreadsheets)
• Impress (presentations)
• Draw (vector graphics)
• Base (database)
• Math (equation editor)
It also covers some of the features common to all components, including setup and customization, styles and templates, and printing For more detail, see the user guides for the individual
components
Where to get more help
This book, the other Apache OpenOffice user guides, the built-in Help system, and user support systems assume that you are familiar with your computer and basic functions such as starting a program, opening and saving files
Help system
Apache OpenOffice comes with an extensive Help system This is your first line of support for using the program
To display the full Help system, press F1 or select OpenOffice.org Help from the Help menu In
addition, you can choose whether to activate Tips, Extended tips, and the Help Agent (using Tools
> Options > OpenOffice.org > General).
If Tips are enabled, place the mouse pointer over any of the icons to see a small box (“tooltip”) with
a brief explanation of the icon’s function For a more detailed explanation, select Help > What's This? and hold the pointer over the icon.
Free online support
The Apache OpenOffice community not only develops software, but provides free, volunteer-based support See this web page: http://support.openoffice.org/index.html
Users can get comprehensive online support from the community through mailing lists Other websites run by users also offer free tips and tutorials This forum provides community support for Apache OpenOffice and other programs: http://forum.openoffice.org/en/forum/
Paid support and training
Alternatively, you can pay for support services Service contracts can be purchased from a vendor
or consulting firm specializing in Apache OpenOffice.
Trang 10What’s new in Apache OpenOffice 3.4?
This section summarizes some of the changes since OpenOffice.org 3.3 For details, see the Release Notes for Apache OpenOffice 3.4 and 3.4.1:
• Reduced PDF file size
• Improved ODF 1.2 encryption support
• Improved navigation in Styles and Formatting, Navigator, and options dialogs
• New regular expressions (regexp) engine
• New Color Picker dialog
• Enhanced or additional graphics support (in addition to SVG):
– Support for Line Cap property for thick lines and 3D objects
– Support for shear transformations for graphic objects in Draw/Impress and Calc
– Support for attributes and transformations for OLE objects in Draw/Impress and Calc
– Enhanced crop support and mirroring for graphical objects
• Calc:
– DataPilot renamed Pivot Table and no longer limited in the number of fields supported
– Improved CSV export; new CSV export option, Quote all text cells
– Support for new conditional functions from ODF 1.2
– New, faster Linear Programming solver
• Chart:
– Legend within a chart is now resizable
– Data axid now available for category charts
– Time axis now supported
– Enhanced chart visualization
• Math:
– Option to save only used symbols for each formula
– Option to use automatic baseline for Math objects in Writer documents
– Symbol catalog now supports UTF-32 characters
• Draw/Impress:
– Better defaults for snap, grid settings, bullet spacing, and indentation
– Changed default for "copy when moving"
– Animate outline shapes “By 1st level paragraphs” as default
– New default colors of drawing objects
– Setting default shadow distance for shapes
– Enhancement to the "mouse as pen" feature in impress slideshow
– Default full width for text in shapes
– Change outline default bullet symbol order
– Shortcut for inserting comments changed
– Set pixel resolution when exporting graphics
• Writer: Asian Language Word Count now correct
Trang 11What are the advantages of Apache OpenOffice?
Here are some of the advantages of Apache OpenOffice over proprietary office suites:
• No licensing fees Apache OpenOffice is free for anyone to use and distribute at no cost
There are no hidden charges now or in the future
• Open source You can distribute, copy, and modify the software as much as you wish, in
accordance with the Apache 2 license
• Cross-platform Apache OpenOffice runs on several hardware architectures and under
multiple operating systems, such as Microsoft Windows, Mac OS X, and Linux
• Extensive language support The user interface for Apache OpenOffice is available in
several languages, and more are being added Apache OpenOffice also supports
bi-directional text and complex text layout for many scripts
• Consistent user interface All the components have a similar “look and feel,” making them
easy to use and master
• Integration The components of Apache OpenOffice are well integrated with one another.
– All the components share a common spelling checker and other tools, which are used consistently across the suite For example, the drawing tools available in Writer are also found in Calc, with similar but enhanced versions in Impress and Draw
– You do not need to know which application was used to create a particular file For example, you can open a Draw file from Writer
• Granularity Usually, if you change an option, it affects all components However, Apache OpenOffice options can be set at a component level or even document level
• File compatibility In addition to its native OpenDocument formats, Apache OpenOffice
includes PDF and Flash export capabilities, as well as support for opening and saving files
in many common formats including Microsoft Office, HTML, XML, WordPerfect, and Lotus 1-2-3 formats An extension provides the ability to import and edit some PDF files
• No vendor lock-in Apache OpenOffice uses OpenDocument, an XML (eXtensible Markup Language) file format developed as an industry standard by OASIS (Organization for the Advancement of Structured Information Standards) These files can easily be unzipped and read by any text editor, and their framework is open and published
• You have a voice Enhancements, software fixes, and release dates are
community-driven You can join the community and affect the course of the product you use
You can read more about Apache OpenOffice, its mission, history, licensing, and other
organizational information on the Apache OpenOffice website, http://www.openoffice.org/
What you see may be different
Apache OpenOffice runs on Windows, Linux, and Mac OS X operating systems, each of which has several versions and can be customized by users (fonts, colors, themes, window managers)
The pictures in this book were taken from a variety of computers and operating systems Some pictures will therefore not look exactly like what you see on your computer
Trang 12Using Apache OpenOffice on a Mac
Some keystrokes and menu items are different on a Mac from those used in Windows and Linux The table below gives some common substitutions for the instructions in this book For a more detailed list, see the application Help
Windows or Linux Mac equivalent Effect
Tools > Options
menu selection
OpenOffice.org > Preferences Access setup options
Right-click Control+click Open a context menu
Ctrl (Control) z (Command) Used with other keys
F11 z+T Open the Styles and Formatting window
Frequently asked questions
How is Apache OpenOffice licensed?
Apache OpenOffice is distributed under the Apache License, Version 2.0,
http://www.apache.org/licenses/LICENSE-2.0.html
May I distribute Apache OpenOffice to anyone?
Yes
How many computers may I install it on?
As many as you like
May I sell it?
Yes
May I use Apache OpenOffice in my business?
Yes
I am writing a software application May I use programming code from
Apache OpenOffice in my program?
You may, within the parameters set in the Apache 2.0 license (see above)
Why do I need Java to run Apache OpenOffice? Is it written in Java?
Apache OpenOffice is not written in Java; it is written in the C++ language Java is one of several languages that can be used to extend the software The Java JDK/JRE is only required for some features The most notable one is the HSQLDB relational database engine
Note: Java is available at no cost If you do not want to use Java, you can still use nearly all of the features of Apache OpenOffice
Trang 13What are all these things called?
The terms used in Apache OpenOffice for most parts of the user interface (the parts of the program
you see and use, in contrast to the behind-the-scenes code that actually makes it work) are the same as for most other programs
A dialog is a special type of window Its purpose is to inform you of something, or request input
from you, or both It provides controls for you to use to specify how to carry out an action The technical names for common controls are shown in Figure 1; not shown is the list box (from which you select an item) In most cases we do not use the technical terms in this book, but it is useful to know them because the Help and other sources of information often use them
In most cases, you can interact only with the dialog (not the document itself) as long as the dialog
remains open When you close the dialog after use (usually, clicking OK or another button saves
your changes and closes the dialog), then you can again work with your document
Some dialogs can be left open as you work, so you can switch back and forth between the dialog and your document An example of this type is the Find & Replace dialog
Figure 1: Dialog showing common controls:
1 = Tabbed page (not strictly speaking a control)
2 = Radio buttons (only one can be selected at a time)
3 = Checkbox (more than one can be selected at a time)
4 = Spin box (click the up and down arrows to change the number shown in the
text box next to it, or type in the text box)
5 = Thumbnail or preview
6 = Drop-down list from which to select an item
7 = Push buttons
Trang 14This book is adapted from Getting Started with OpenOffice.org 3.3, with additional material
adapted from Getting Started with LibreOffice 3.4 The contributors to those books are:
OpenOffice.org
Linda Worthington
LibreOffice:
Dan Lewis
Kevin A McKenna contributed further editing and review of an earlier draft of this book
Trang 15Chapter 1
Introducing Apache OpenOffice
What is Apache OpenOffice?
Apache OpenOffice (OpenOffice.org) is a freely available, full-featured office productivity suite Its native file format is OpenDocument, an open standard format that is being adopted by
governments worldwide as a required file format for publishing and accepting documents Apache OpenOffice can also open and save documents in many other formats, including those used by several versions of Microsoft Office
Note Apache OpenOffice 3.4 installs as OpenOffice.org 3.4 Therefore, icons, window title bars, options in dialogs, and other places show the name
OpenOffice.org.
Apache OpenOffice includes the following components
Writer (word processor)
Writer is a feature-rich tool for creating letters, books, reports, newsletters, brochures, and other documents You can insert graphics and objects from other components into Writer documents Writer can export files to HTML, XHTML, XML, Adobe’s Portable Document Format (PDF), and several versions of Microsoft Word files
Calc (spreadsheet)
Calc has all of the advanced analysis, charting, and decision-making features expected from a high-end spreadsheet It includes over 300 functions for financial, statistical, and mathematical operations, among others The Scenario Manager provides “what if” analysis Calc generates 2-D and 3-D charts, which can be integrated into other Apache OpenOffice documents You can also open and work with Microsoft Excel workbooks and save them in Excel format Calc can export spreadsheets to Adobe’s PDF and to HTML
Impress (presentations)
Impress provides all the common multimedia presentation tools, such as special effects, animation, and drawing tools It is integrated with the advanced graphics capabilities of Apache OpenOffice’s Draw and Math components Slide shows can be further enhanced with Fontwork’s special effects text, as well as sound and video clips Impress is compatible with Microsoft’s PowerPoint file format and can also save your work in numerous graphics formats, including Macromedia Flash (SWF)
Trang 16Draw (vector graphics)
Draw is a vector drawing tool that can produce everything from simple diagrams or flowcharts to
3-D artwork Its Smart Connectors feature allows you to define your own connection points You can use Draw to create drawings for use in any of Apache OpenOffice’s other components, and you can create your own clip art and add it to the Gallery Draw can import graphics from many
common formats and save them in over 20 formats, including PNG, HTML, PDF, and Flash
Base (database)
Base provides tools for day-to-day database work within a simple interface It can create and edit forms, reports, queries, tables, views, and relations, so that managing a connected database is much the same as in other popular database applications Base provides many new features, such
as the ability to analyze and edit relationships from a diagram view Base incorporates HSQLDB as its default relational database engine It can also use dBASE, Microsoft Access, MySQL, or Oracle,
or any ODBC-compliant or JDBC-compliant database Base also provides support for a subset of ANSI-92 SQL
Math (formula editor)
Math is Apache OpenOffice’s formula or equation editor You can use it to create complex
equations that include symbols or characters not available in standard font sets While it is most commonly used to create formulas in other documents, such as Writer and Impress files, Math can also work as a standalone tool You can save formulas in the standard Mathematical Markup Language (MathML) format for inclusion in web pages and other documents not created by Apache OpenOffice
Minimum requirements
Apache OpenOffice 3.4 requires one of the following operating systems:
• Microsoft Windows XP, 2003, Vista, 7, or 8
• GNU/Linux Kernel version 2.6 and glibc 2.11.1 or higher
• Mac OS X 10.4 (Tiger) or higher
Some features (wizards and the HSQLDB database engine) require that the Java Runtime
Environment (JRE) 1.5.x or higher be installed on your computer Although Apache OpenOffice will work without Java support, some features will not be available
How to get and install the software
You can download the installation package (approximately 150MB) from the project’s website, www.openoffice.org/
To install Apache OpenOffice, follow the same procedure that you use to install other software
Extensions and add-ons
Extensions and add-ons to enhance Apache OpenOffice are collected in the official extensions repository, http://extensions.services.openoffice.org/ Most are free, but some are not See Chapter
11 (Setting up and Customizing Apache OpenOffice) for more information
Trang 17Starting Apache OpenOffice
The most common ways to start Apache OpenOffice are:
• Using the system menu, the standard menu from which most applications are started On Windows, it is called the Start menu On Mac OS X, it is the Applications menu On
GNOME, it is called the Applications menu On KDE it is identified by the KDE logo
When Apache OpenOffice was installed on your computer, in most cases a menu entry for each component was added to your system menu If you see only one icon, it opens the Start Center (Figure 11), from which the components can be started The exact name and location of these menu entries depend on the operating system and graphical user
interface
• From an icon on the desktop or (on a Mac) the Launchpad
Starting from an existing document
You can start Apache OpenOffice by double-clicking on the filename of a document with an
OpenDocument extension such as odt, ods, odp in a file manager such as Windows Explorer, Finder on the Mac, or Nautilus on Linux The appropriate component will start and the document will be loaded
Note for Windows users
If you have associated Microsoft Office file types with Apache OpenOffice, then when you click on a *.doc (Word) file, it opens in Writer; *.xls (Excel) files open in Calc, and *.ppt (PowerPoint) files open in Impress
double-If you did not associate the file types, then when you double-click on a Microsoft Word document, it opens in Microsoft Word (if Word is installed on your computer), Excel files open in Excel, and PowerPoint files open in PowerPoint
You can use another method to open Microsoft Office files in Apache OpenOffice and save in those formats from Apache OpenOffice See “Opening an existing document” on page 23 for more
information
Using the Quickstarter under Windows
The Quickstarter is an icon that is placed in the Windows system tray during system startup It indicates that Apache OpenOffice has been loaded and is ready to use (The Quickstarter loads library *.DLL files required by Apache OpenOffice, thus shortening the startup time for Apache OpenOffice components by about half.) If the Quickstarter is disabled, see “Reactivating the
Quickstarter” if you want to enable it
Using the Quickstarter icon
Right-click the Quickstarter icon in the system tray to open a pop-up menu (Figure 2) from which
you can open a new document, open the Templates and Documents dialog, or choose an existing
document to open You can also double-click the Quickstarter icon to display the Templates and
Documents dialog
Trang 18Figure 2: Quickstarter pop-up menu
Disabling the Quickstarter
To close the Quickstarter, right-click on the icon in the system tray, and then click Exit
Quickstarter on the pop-up menu The next time the computer is restarted, the Quickstarter will be
loaded again
To prevent Apache OpenOffice from loading during system startup, deselect the Load
OpenOffice.org during system start-up item on the pop-up menu You might want to do this if
your computer has insufficient memory, for example
Reactivating the Quickstarter
If the Quickstarter has been disabled, you can reactivate it by selecting the Load OpenOffice.org during system start-up checkbox in Tools > Options > OpenOffice.org > Memory.
Using the Quickstarter in Linux and Mac OS X
Apache OpenOffice under Linux has a Quickstarter that looks and acts like the one described
above for Windows (The checkbox on the Memory page is labeled Enable systray quickstarter
If you do not have this checkbox, the Quickstarter module is not installed on your system.)
Mac OS X provides similar functionality through a pop-up menu from the dock
Parts of the main window
The main window is similar in each component of Apache OpenOffice, although some details vary See the chapters in this book about Writer, Calc, Draw, and Impress for descriptions of those details
Common features include the menu bar, the standard toolbar, and the formatting toolbar at the top
of the window and the status bar at the bottom
Trang 19Menu bar
The Menu bar is located across the top of the Apache OpenOffice window, just below the Title bar
(On a Mac it is at the top of the screen in the same location as the menu bar for other programs.) When you choose one of the menus listed below, a submenu drops down to show commands
• File contains commands that apply to the entire document such as Open, Save, and Export
as PDF
• Edit contains commands for editing the document such as Undo: xxx (where xxx is the
command to undo) and Find & Replace It also contains commands to cut, copy, and paste selected parts of your document
• View contains commands for controlling the display of the document such as Zoom and
Web Layout
• Insert contains commands for inserting elements into your document such as Header,
Footer, and Picture
• Format contains commands, such as Styles and Formatting and AutoCorrect, for
formatting the layout of your document
• Table shows all commands to insert and edit a table in a text document.
• Tools contains functions such as Spelling and Grammar, Customize, and Options.
• Window contains commands for the display window.
• Help contains links to the OpenOffice.org Help file, What’s This?, and information about the
program
Toolbars
Apache OpenOffice has several types of toolbars: docked, floating, and tear-off Docked toolbars can be moved to different locations or made to float, and floating toolbars can be docked
The top docked toolbar is called the Standard toolbar The Standard toolbar is consistent across
the OpenOffice.org applications
The second toolbar at the top is the Formatting toolbar It is a context-sensitive bar that shows the
relevant tools in response to the cursor’s current position or selection For example, when the cursor is on a graphic, the Formatting bar provides tools for formatting graphics; when the cursor is
in text, the tools are for formatting text
Displaying or hiding toolbars
To display or hide toolbars, choose View > Toolbars, then click on the name of a toolbar in the list.
An active toolbar shows a checkmark beside its name Tear-off toolbars are not listed in the View menu
Submenus and tear-off toolbars
Toolbar icons with a small triangle to the right will display submenus, tear-off toolbars, and other
ways of selecting things, depending on the icon
Figure 3 shows a tear-off toolbar from the Drawing toolbar
The tear-off toolbars can be floating or docked along an edge of the screen or in one of the existing toolbar areas To move a floating tear-off toolbar, drag it by the title bar See “Moving toolbars” below
Trang 20Figure 3: Example of a tear-off toolbar
Floating toolbars
Apache OpenOffice includes several additional context-sensitive toolbars, whose defaults appear
as floating toolbars in response to the cursor’s current position or selection For example, when the
cursor is in a table, a floating Table toolbar appears, and when the cursor is in a numbered or bullet list, the Bullets and Numbering toolbar appears You can dock these toolbars to the top, bottom, or
side of the window, if you wish (see “Moving toolbars” below)
Moving toolbars
To move a docked toolbar, place the mouse pointer over the toolbar handle (the small vertical bar
to the left of the toolbar), hold down the left mouse button, drag the toolbar to the new location, and then release the mouse button (Figure 4) To move a floating toolbar, click on its title bar and drag it
to a new location (Figure 5)
Figure 4: Moving a docked toolbar
Figure 5: Moving a floating toolbar
Docking/floating windows and toolbars
Toolbars and some windows, such as the Navigator and the Styles and Formatting window, aredockable You can move, resize, or dock them to an edge
Trang 21To dock a window or toolbar, hold down the Control key and double-click on the frame of the
floating window (or in a vacant area near the icons at the top of the floating window) to dock it in its last position
Figure 6: Control+click to dock or undock
To undock a window, hold down the Control key and double-click on the frame (or a vacant area
near the icons at the top) of the docked window
Customizing toolbars
You can customize toolbars in several ways, including choosing which icons are visible and locking the position of a docked toolbar You can also add icons and create new toolbars, as described in Chapter 11
To access a toolbar’s customization options, use the down-arrow at the end of the toolbar or on its title bar
Figure 7: Customizing toolbars
To show or hide icons defined for the selected toolbar, choose Visible Buttons from the
drop-down menu Visible icons are indicated by an outline around the icon Click on icons to hide or show them on the toolbar
Figure 8: Selection of visible toolbar icons
Right-click (context) menus
You can quickly access many menu functions by right-clicking on a paragraph, graphic, or other object A context menu will pop up Often the context menu is the fastest and an easier way to reach a function If you are not sure where a function is located in the menus or toolbars, you can often find it by right-clicking
Trang 22Status bar
The status bar is located at the bottom of the workspace It provides information about the
document and convenient ways to quickly change some features It is similar in Writer, Calc, Impress, and Draw, although each component includes some component-specific items
Figure 9: Left end of status bar in Writer
Figure 10: Right end of status bar in Writer
Common status bar items are described below
Page, sheet, or slide number
Shows the current page, sheet, or slide number and the total number of pages, sheets, or slides in the document Double-click on this field to open the Navigator Other uses of this field depend on the component
Page style or slide design
Shows the current page style or slide design To edit the current page style or slide design, double-click on this field
Zoom slider and percent
To change the view magnification, drag the Zoom slider, or click on the + and – signs, or click on the zoom level percent to pop up a list of magnification values from which to choose
right-Double-clicking on the zoom level percent opens the Zoom & View Layout dialog.
Trang 23Starting a new document
You can start a new, blank document in Apache OpenOffice in several ways
When Apache OpenOffice is open but no document is open (for example if you close all the open documents but leave the program running), the Start Center is shown Click one of the icons to open a new document of that type, or click the Templates icon to start a new document using a template
Figure 11: Apache OpenOffice Start Center
You can also start a new document in one of the following ways
• Use File > New and choose the type of document.
• Use the arrow next to the New button on the main toolbar From the drop-down menu,
select the type of document to be created
• Press Control+N on the keyboard.
• Use File > Wizards for some special types of documents.
If a document is already open in Apache OpenOffice, the new document opens in a new window
Opening an existing document
When no document is open, the Start Center provides an icon for opening an existing document or choosing from a list of recently-edited documents
Trang 24You can also open an existing document in one of the following ways.
• Choose File > Open.
• Click the Open button on the main toolbar.
• Press Control+O on the keyboard.
In each case, the Open dialog appears Select the file you want, and then click Open If a
document is already open in Apache OpenOffice, the second document opens in a new window
In the Open dialog, you can reduce the list of files by selecting the type of file you are looking for
For example, if you choose Text documents as the file type, you will only see documents Writer can open (including odt, doc, txt); if you choose Spreadsheets, you will see ods, xls,
and other files that Calc opens
You can also open an existing document that is in an OpenDocument format by double-clicking on the file’s icon on the desktop or in a file manager such as Windows Explorer
If you have associated Microsoft Office file formats with Apache OpenOffice, you can also open these files by double-clicking on them
Saving a document
To save a new document, do one of the following:
• Press Control+S.
• Choose File > Save from the menu bar.
• Click the Save button on the main toolbar.
When the Save As dialog appears, enter the file name, verify the file type (if applicable), and click
Save.
To save an open document with the current file name, choose File > Save This will overwrite the
last saved state of the file
Password protection
To protect an entire document from being viewable without a password, use the option on the Save
As dialog to enter a password
1) On the Save As dialog, select the Save with password option, and then click Save You
will receive a prompt (Figure 12)
2) Type the same password in both fields, and then click OK If the passwords match, the
document is saved password protected If the passwords do not match, you receive an error message Close the message box to return to the Set Password dialog and enter the password again
Caution Apache OpenOffice uses a very strong encryption mechanism that makes it
almost impossible to recover the contents of a document if you lose the password
Trang 25Figure 12: Entering a password for a document
Writer and Calc provide a second level of protection, which allows a file to be viewed but not changed without a password; that is, the file opens in read-only mode
To protect a document from being changed:
1) Choose More Options from the Set Password dialog.
2) Enter the password in the Enter password to allow editing field Repeat the password in the
Confirm password field Click OK.
Saving a document automatically
You can choose to have Apache OpenOffice save files for you automatically Automatic saving, like manual saving, overwrites the last saved state of the file To set up automatic file saving:
1) Choose Tools > Options > Load/Save > General.
2) Mark Save AutoRecovery information every, and set the time interval.
Closing a document
To close a document, choose File > Close.
You can also close a document by clicking on the Close icon on the document window This button
may look like the X shown in Figure 13 It may be in a different location on your operating system
Figure 13 Close icons
In Windows and Linux, if more than one OpenOffice.org window is open, each window looks like the sample shown on the left in Figure 13 Closing this window leaves the other OpenOffice.org windows open
If only one OpenOffice.org window is open, it looks like the sample shown on the right in Figure 13 Notice the small X below the large X Clicking the small X closes the document but leaves
OpenOffice.org open Clicking the large X closes Apache OpenOffice completely
Trang 26If the document has not been saved since the last change, a message box is displayed Choose whether to save or discard your changes.
• Save: The document is saved and then closed.
• Discard: The document is closed, and all modifications since the last save are lost.
• Cancel: Nothing happens, and you return to the document.
Caution
Not saving your document could result in the loss of recently made changes, or worse still, your entire file
Closing Apache OpenOffice
To close Apache OpenOffice completely, choose File > Exit, or close the last open document as
described in “Closing a document” above
If all the documents have been saved, Apache OpenOffice closes immediately If any documents have been modified but not saved, a warning message appears Follow the procedure in “Closing
a document” to save or discard your changes
Using the Open and Save As dialogs
You can choose whether to use the OpenOffice.org Open and Save As dialogs or the ones
provided by your operating system
To view or change which type of dialog OpenOffice.org uses:
1) Choose Tools > Options > OpenOffice.org > General.
2) Select the Use OpenOffice.org dialogs option.
This section discusses the OpenOffice.org Open and Save As dialogs Figure 14 shows the Save
As dialog; the Open dialog is similar
The three buttons in the top right of the OpenOffice.org Open and Save As dialogs are, from left to right:
• Go Up One Level in the folder (directory) hierarchy Click and hold this button for a second
to drop down a list of higher level folders; to go to one of the folders on the list, move the mouse pointer over its name and release the mouse button
• Create New Folder.
• Default Directory.
For documents (in OpenDocument format) that have been saved with more than one version, use
the Version drop-down to select which version you wish to open in read-only mode For Microsoft
Office documents, only the current version can be opened
Use the File type field to specify the type of file to be opened or the format of the file to be saved The Read-only option on the Open dialog opens the file for reading and printing only
Consequently, most of the toolbars disappear, and most menu options are disabled An Edit File
button is displayed on the Standard toolbar to open the file for editing
You can open files from the Web by typing a URL in the File name field on the Open dialog.
Trang 27Figure 14: The OpenOffice.org Save As dialog
Using the Navigator
The Navigator lists objects contained in a document, collected into categories For example, in Writer it shows Headings, Tables, Text frames, Comments, Graphics, Bookmarks, and other items,
as shown in Figure 15 In Calc it shows Sheets, Range Names, Database Ranges, Graphics, Drawing Objects, and other items In Impress and Draw it shows Slides, Pictures, and other items
To open the Navigator, click its icon on the Standard toolbar, or press F5, or choose View >
Navigator on the menu bar.
You can dock the Navigator to either side of the main Apache OpenOffice window or leave it floating (see “Docking/floating windows and toolbars“ on page 20)
Click the marker (+ or arrow) by any of the categories to display the list of objects in that category
To hide the list of categories and show only the toolbars at the top, click the List Box On/Off icon
Click this icon again to show the list box
The Navigator provides several convenient ways to move around a document and find items in it:
• When a category is showing the list of objects in it, double-click on an object to jump directly to that object’s location in the document
Objects are much easier to find if you have given them names when creating them, instead
of keeping Apache OpenOffice’s default graphics1, graphics2, Table1, Table2, and so on—which may not correspond to the position of the object in the document
If you only want to see the content in a certain category, highlight the category and click the
Content View icon Until you click the icon again, only the objects of that category will
be displayed
Trang 28Figure 15: The Navigator
• Click the Navigation icon (second icon from the left at the top of the Navigator) to display the Navigation toolbar (Figure 16) Here you can pick one of the categories and use
the Previous and Next icons to move from one item to the next This is particularly helpful
for finding items like bookmarks and indexes, which can be difficult to see
The names of the icons (shown in the tooltips) change to match the selected category; for
example, Next Graphic or Next Bookmark.
• To jump to a specific page in the document, type its page number in the box at the top of the Navigator
A bit of experimentation with the other icons will demonstrate their functions Some specific uses are described in the chapters on Writer and the other components
component-Figure 16: Navigation toolbar
A bit of experimentation with the other icons will demonstrate their functions Some specific uses are described in the chapters on Writer and the other components
component-Undoing and redoing changes
To undo the most recent change, press Control+Z, or click the Undo icon on the Standard
toolbar, or choose Edit > Undo from the menu bar.
The Edit menu shows the latest change that can be undone (see below for an example from
Writer)
Trang 29Figure 17: Edit > Undo last action
Click the small triangle to the right of the Undo icon to get a list of all the changes that can be
undone You can select multiple changes and undo them at the same time
Figure 18: List of actions that can be undone
After changes have been undone, Redo becomes active To redo a change, select Edit > Redo, or
press Control+Y or click on the Redo icon As with Undo, click on the triangle to the right of the arrow to get a list of the changes that can be reapplied
To modify the number of changes Apache OpenOffice remembers, choose Tools > Options > OpenOffice.org > Memory and in the Undo section change Number of steps Be aware that
asking Apache OpenOffice to remember more changes consumes more computer memory
Trang 31Chapter 2
Using Styles and Templates
What is a template?
A template is a model that you use to create other documents For example, you can create a
template for business reports that has your company’s logo on the first page New documents created from this template will all have your company’s logo on the first page
Templates can contain anything that regular documents can contain, such as text, graphics, a set
of styles, and user-specific setup information such as measurement units, language, the default printer, and toolbar and menu customization
All documents in Apache OpenOffice are based on templates You can create a specific template for any document type (text, spreadsheet, drawing, presentation) If you do not specify a template when you start a new document, then the document is based on the default template for that type
of document If you have not specified a default template, Apache OpenOffice uses the blank template for that type of document that is installed with Apache OpenOffice See “Setting a default template” on page 44 for more information
What are styles?
A style is a set of formats that you can apply to selected pages, text, frames, and other elements in
your document to quickly change their appearance When you apply a style, you apply a whole group of formats at the same time
Many people manually format paragraphs, words, tables, page layouts, and other parts of their documents without paying any attention to styles They are used to writing documents according to
physical attributes For example, you might specify the font family, font size, and any formatting
such as bold or italic
Styles are logical attributes Using styles means that you stop saying “font size 14pt, Times New
Roman, bold, centered”, and you start saying “Title” because you have defined the “Title” style to have those characteristics In other words, styles means that you shift the emphasis from what the
text (or page, or other element) looks like, to what the text is.
Styles help improve consistency in a document They also make major formatting changes easy For example, you may decide to change the indentation of all paragraphs, or change the font of all titles For a long document, this simple task can be prohibitive Styles make the task easy
In addition, styles are used by Apache OpenOffice for many processes, even if you are not aware
of them For example, Writer relies on heading styles (or other styles you specify) when it compiles
a table of contents Some common examples of style use are given in “Examples of style use” on page 47
Trang 32Apache OpenOffice supports the following types of styles:
• Page styles include margins, headers and footers, borders and backgrounds In Calc, page
styles also include the sequence for printing sheets
• Paragraph styles control all aspects of a paragraph’s appearance, such as text alignment,
tab stops, line spacing, and borders, and can include character formatting
• Character styles affect selected text within a paragraph, such as the font and size of text, or
bold and italic formats
• Frame styles are used to format graphic and text frames, including wrapping type, borders,
backgrounds, and columns
• Numbering styles apply similar alignment, numbering or bullet characters, and fonts to
numbered or bulleted lists
• Cell styles include fonts, alignment, borders, background, number formats (for example,
currency, date, number), and cell protection
• Graphics styles in drawings and presentations include line, area, shadowing, transparency,
font, connectors, dimensioning, and other attributes
• Presentation styles include attributes for font, indents, spacing, alignment, and tabs.
Different styles are available in the various components of Apache OpenOffice, as listed in Table 1.Apache OpenOffice comes with many predefined styles You can use the styles as provided, modify them, or create new styles, as described in this chapter
Table 1 Styles available in Apache OpenOffice components
Apache OpenOffice provides several ways for you to apply styles
Using the Styles and Formatting window
1) Click the Styles and Formatting icon located at the left-hand end of the object bar, or
click Format > Styles and Formatting, or press F11 The Styles and Formatting window
shows the types of styles available for the Apache OpenOffice component you are using.Figure 19 shows the window for Writer, with Page Styles visible
Trang 33You can move this window to a convenient position on the screen or dock it to an edge
(hold down the Ctrl key and drag it by the title bar to where you want it docked).
2) Click on one of the icons at the top left of the Styles and Formatting window to display a list
of styles in a particular category
3) To apply an existing style (except for character styles), position the insertion point in the paragraph, frame, or page, and then double-click on the name of the style in one of these lists To apply a character style, select the characters first
Tip
At the bottom of the Styles and Formatting window is a dropdown list In
Figure 19 the window shows Automatic, meaning the list includes only styles
applied automatically by Apache OpenOffice You can choose to show all styles or other groups of styles, for example only custom styles
Figure 19: The Styles and Formatting window for Writer, showing paragraph styles
Using Fill Format mode
Use Fill Format to apply a style to many different areas quickly without having to go back to the Styles and Formatting window and double-click every time This method is quite useful when you need to format many scattered paragraphs, cells, or other items with the same style
1) Open the Styles and Formatting window and select the style you want to apply
2) Click the Fill Format mode icon
3) To apply a paragraph, page, or frame style, hover the mouse over the paragraph, page, or frame and click To apply a character style, hold down the mouse button while selecting the characters, Clicking on a word applies the character style for that word Repeat step 3 until you made all the changes for that style
4) To quit Fill Format mode, click the Fill Format mode icon again or press the Esc key.
Caution When this mode is active, a right-click anywhere in the document undoes the
last Fill Format action Be careful not to accidentally right-click and thus undo actions you want to keep
Trang 34Using the Apply Style list
After you have used a style at least once in a document, the style name appears on the Apply Style list at the left-hand end of the Formatting toolbar, next to the Styles and Formatting icon
You can open this list and click once on the style you want, or you can use the up and down arrow
keys to move through the list and then press Enter to apply the highlighted style.
Tip Select More at the bottom of the list to open the Styles and Formatting window.
Figure 20: The Apply Style list on the Formatting toolbar
Using keyboard shortcuts
Some keyboard shortcuts for applying styles are predefined For example, in Writer Control+0 applies the Text body style, Control+1 applies the Heading 1 style, and Control+2 applies the
Heading 2 style You can modify these shortcuts and create your own; see Chapter 11 (Setting up
and Customizing Apache OpenOffice) for instructions
Modifying styles
Apache OpenOffice provides several ways to modify styles (both the predefined styles and custom styles that you create):
• Changing a style using the Style dialog
• Updating a style from a selection
• Use AutoUpdate (paragraph and frame styles only)
• Load or copy styles from another document or template
Tip Any changes you make to a style are effective only in the current document To change styles in more than one document, you need to change the template or
copy the styles into the other documents as described on page 37
Trang 35Changing a style using the Style dialog
To change an existing style using the Style dialog, right-click on the required style in the Styles and
Formatting window and select Modify from the pop-up menu.
The Style dialog displayed depends on the type of style selected Each style dialog has several tabs See the chapters on styles in the user guides for details
Updating a style from a selection
To update a style from a selection:
1) Open the Styles and Formatting window
2) In the document, select an item that has the format you want to adopt as a style
Caution Make sure that there are unique properties in this paragraph For example, if
there are two different font sizes or font styles, that particular property will remain the same as before
3) In the Styles and Formatting window, select the style you want to update (single-click, not
double-click), then long-click on the arrow next to the New Style from Selection icon and click on Update Style.
Figure 21: Updating a style from a selection
Using AutoUpdate
AutoUpdate applies to paragraph and frame styles only If the AutoUpdate option is selected on the Organizer page of the Paragraph Style or Frame Style dialog, applying direct formatting to a
paragraph or frame using this style in your document automatically updates the style itself
Tip If you are in the habit of manually overriding styles in your document, be sure
that AutoUpdate is not enabled.
Updating styles from a document or template
You can update styles by copying or loading them from a template or another document See
“Copying and moving styles” on page 37
Trang 36Creating new (custom) styles
You may want to add some new styles You can do this in two ways:
• Creating a new style using the Style dialog
• Creating a new style from a selection
Creating a new style using the Style dialog
To create a new style using the Style dialog, right-click in the Styles and Formatting window and
select New from the pop-up menu.
If you want your new style to be linked with an existing style, first select that style and then
right-click and select New.
If you link styles, then when you change the base style (for example, by changing the font from Times to Helvetica), all the linked styles will change as well Sometimes this is exactly what you want; other times you do not want the changes to apply to all the linked styles It pays to plan ahead
The dialogs and choices are the same for defining new styles and for modifying existing styles See the chapters on styles in the user guides for details
Creating a new style from a selection
You can create a new style by copying an existing manual format This new style applies only to this document; it will not be saved in the template
1) Open the Styles and Formatting window and choose the type of style you want to create.2) In the document, select the item you want to save as a style
3) In the Styles and Formatting window, click on the New Style from Selection icon.
4) In the Create Style dialog, type a name for the new style The list shows the names of
existing custom styles of the selected type Click OK to save the new style.
Figure 22: Naming a new style created from a selection
Trang 37Dragging and dropping to create a style
You can drag and drop a text selection into the Styles and Formatting window to create a new style
Writer
Select some text and drag it to the Styles and Formatting window If Paragraph Styles are active, the paragraph style will be added to the list If Character Styles are active, the character style will be added to the list
Calc
Drag a cell selection to the Styles and Formatting window to create cell styles
Draw/Impress
Select and drag drawing objects to the Styles and Formatting window to create graphics styles
Copying and moving styles
You can copy or move styles from one template or document into another template or document, in two ways:
• Using the Template Management dialog
• Loading styles from a template or document
Using the Template Management dialog
To copy or move styles using the Template Management dialog:
1) Click File > Templates > Organize.
2) In the Template Management dialog (Figure 23), set the lists at the bottom to either
Templates or Documents, as needed The default is Templates on the left and Documents
on the right
Tip To copy styles from a file that is not open, click the File button When you return to this dialog, both lists show the selected file as well as all the currently
open documents
3) Open the folders and find the templates from and to which you want to copy Double-click
on the name of the template or document, and then double-click the Styles icon to show the list of individual styles (Figure 24)
4) To copy a style, hold down the Ctrl key and drag the name of the style from one list to the
other
Caution If you do not hold down the Control key when dragging, the style will be
moved from one list to the other The style will be deleted from the list you are dragging it from
5) Repeat for each style you want to copy If the receiving template or document has many styles, you may not see any change unless you scroll down in the list When you are
finished, click Close.
Trang 38Figure 23: Choosing to copy styles from a document, not a template
Figure 24: Copying a style from one document to another
Loading styles from a template or document
You can copy styles by loading them from a template or another document:
1) Open the document you want to copy styles into
2) In the Styles and Formatting window, long-click on the arrow next to the New Style from Selection icon, and then click on Load Styles (see Figure 21).
3) On the Load Styles dialog (Figure 25), find and select the template you want to copy styles from
Trang 39Figure 25 Copying styles from a template into the open document
4) Select the categories of styles to be copied Select Overwrite if you want the styles being
copied to replace any styles of the same names in the document you are copying them into
5) Click OK to copy the styles You will not see any change on screen.
Note To copy the styles from another document, click the From File button to open
a window from which you can select the required document
Caution If your document has a table of contents, and if you have used custom styles for headings, the heading levels associated with outline levels (in Tools >
Outline Numbering) will revert to the defaults of Heading 1, Heading 2, and
so on when you load styles this way You will need to change these back to your custom heading styles This is a bug
To delete unwanted styles, right-click on them (one at a time) in the Styles and Formatting window
and click Delete on the pop-up menu.
If the style is in use, you receive a warning message
If the style is not in use, you receive a confirmation message; click Yes.
Using a template to create a document
To use a template to create a document:
1) From the main menu, choose File > New > Templates and Documents The Templates
and Documents dialog opens
2) In the box on the left, click the Templates icon if it is not already selected A list of template
folders appears in the center box
Trang 403) Double-click the folder that contains the template that you want to use A list of all the templates contained in that folder appears in the center box.
4) Select the template that you want to use You can preview the selected template or view the template’s properties:
• To preview the template, click the Preview icon A preview of the template appears in the box on the right
• To view the template’s properties, click the Document Properties icon The template’s properties appear in the box on the right
5) Click Open The Templates and Documents dialog closes and a new document based on
the selected template opens in Apache OpenOffice You can then edit and save the new document just as you would any other document
Figure 26: Templates and Documents window
Creating a template
You can create your own templates in two ways: from a document, and using a wizard
Creating a template from a document
To create a template from a document:
1) Open a new or existing document of the type you want to make into a template (text
document, spreadsheet, drawing, presentation)
2) Add the content and styles that you want
3) From the main menu, choose File > Templates > Save The Templates dialog opens (see
Figure 27)
4) In the New template field, type a name for the new template.
5) In the Categories list, click the category to which you want to assign the template The
category you choose has no effect on the template itself; it is simply the folder in which you save the template Choosing an appropriate category makes it easier to find the template